SCHEV Space Utilization Study: The Data Collection Process

1. SCHEV Space Utilization Study:The Data Collection Process Chuck DeHart, Assistant Director Institutional Research James Madison University May 2006

2. SCHEV Space Utilization Study • What is SCHEV? • What is the SCHEV Space Utilization Study? • What are the critical elements of the study? • How to check the data? • Fall 2006 schedule for working with the data?

3. About SCHEV • The State Council of Higher Education for Virginia • Coordinate Higher Education • Program approval • Budget and policy recommendations • Collect lots of data to make decisions • Anything else they need to do.

4. About the utilization data and SCHEV study • SCHEV studies classroom and class laboratory utilization every other year (Fall term). • Meeting minimum utilization standards is an important “hurdle” in the process for approving new construction of academic buildings. • SCHEV is free to use the data however they need to answer other policy questions. • Institutional Research (IR) studies classroom utilization every year in the fall. • IR’s Space Utilization web site displays the study results and data for checking.

5. SCHEV Space Utilization Study Data PeopleSoft Student System Class Meeting Pattern Data SCHEV Utilization Data SCHEV Facilities Inventory Data Class and Facilities Data Joined to Measure Utilization of Classrooms and Class Laboratories: Results influence new construction of academic buildings! Data may be used for anything else SCHEV needs to know.

6. SCHEV Space Utilization Data • Class section data with meeting patterns from: • Fall only • On-campus (rooms in JMU’s SCHEV Facilities Inventory) • Regular session and first block (no double counting) • Focus on Classrooms and Class Laboratories • Other facilities used for instruction are also important to know, but we realize there are limitations.

7. Critical Elements of Class Meeting Pattern Data • For each Meeting Pattern record: • Facility ID • Is there a Facility ID in PeopleSoft SA? • Are the rooms shown in the utilization analysis really classrooms or class laboratories? • Are there any classrooms or class laboratories missing in the utilization analysis? • Did a department relocation change how a room is used? • Days of the Week • Records with TBA’s cannot be included in the analysis. • Start time and End time • Invalid or missing values cannot be included in the analysis.

8. Are the data correct and complete? • Situations that are hard to fit into the data • Special topics classes where students are dispersed to different faculty and meeting places. • Class schedule is used to reserve room for extra help for a specific class or weekend labs. • Other? • Records with incomplete data cannot be used in the analysis. • Focus on classrooms and class labs. • Give your best estimate. • Contact IR if you need help.

9. When is this going to happen? • Plans for Fall 2006 • In early September, a preliminary first run on the data will be made and results posted to the IR Utilization web page for checking. The focus of this run will be to make sure that classrooms and class labs are accurate in the facilities inventory. It should also be used for updating critical meeting pattern elements in PeopleSoft SA. • In early October, a second run on the data will be made and results will be posted to the utilization web site. The focus will be to see that as much data is complete and accurate as possible. This process should be complete by November 1. • In early November, the final run will be made and data sent to SCHEV. Results will be posted to the utilization web site. • This schedule is based on past SCHEV reporting schedules. IR will put out the word if it changes.

10. IR Web Resources • Institutional Research Home Page: To find links. http://www.jmu.edu/instresrch/index.shtml • Facilities Inventory Search Page: To check the official room use classifications or find square footage and seating capacity. http://web.jmu.edu/oir_admin/invent/inv_srch.asp • Space Utilization Home Page: To check building, classroom and class lab utilization measures and data. http://web.jmu.edu/oir_admin/utiliz/util_home.asp

11. Thanks for your help with the Utilization Data Contacts for Utilization Questions Office of the Registrar Jill Card: cardjv@jmu.edu • PeopleSoft SA Institutional Research Chuck DeHart: dehartcg@jmu.edu • Especially for questions regarding the utilization data collection process and the utilization web site. Rosemary Brenner: brennero@jmu.edu • Especially for questions regarding room use classifications (e.g. classroom, class lab, open lab, faculty office, etc.).